Community Association Executive Assistant at Becker & Poliakoff, P.A. in Fort Lauderdale, FL

Job description

• POSITION SUMMARY: The Executive Assistant is responsible for assisting the attorneys assigned to them in the department on their day-to-day operations of their practice and clients. They will support attorneys through calendaring, client communications, billing coordination, administrative tasks, and business development activities in a fast-paced legal environment.

Responsibilities

• Handle all telephone communications, including taking detailed messages and forwarding them to the appropriate attorney or person.
• Manage Potential New Client (PNC) inquiries and direct business development inquiries and reporter requests for interviews according to CARE Standard Operating Procedures.
• Oversee scheduling and calendar management for assigned attorney(s), ensuring daily schedules are provided promptly each morning.
• Confirm that all meetings, events, and classes are proceeding as planned, and ensure all logistical details are accurate and up-to-date and ensure that all required materials for the event are provided to the attorney as an attachment to the calendar or, if required, in hard copy.
• Ensure the monthly marketing report accurately reflects all business development activities for assigned attorney(s).
• Process and manage attorney(s) expense reports in a timely and accurate manner.
• Enter billing time into Aderant for assigned attorney(s), edit the Unbilled Time Report before deadlines, and handle billing discrepancies, checks, and client relations tasks as needed.
• Run general reports and perform related accounting duties.
• Communicate client updates to the Department Assistant for Interaction edits.
• Perform corporate searches via the State and DBPR websites, and assists with registered agent matters.
• Coordinate travel arrangements as needed.
• Any and all other duties as may be required of the job.

Requirements

• Positive demeanor, ambitious, and confident with strong problem-solving and critical thinking abilities
• Expert organizational skills with the ability to manage multiple calendars, files, and workflows efficiently
• Comfortable with direct communication, asking questions when needed, and maintaining professional etiquette
• Exceptional customer service focus and ability to engage seamlessly with C-level professionals
• Proficient in Microsoft Outlook, word processing, and managing calendars, with a strong command of grammar, spelling, and punctuation
• Experience with Aderant, iManage, and Unbilled Time Report is a plus
• Familiarity with the State of Florida and DBPR websites is advantageous
• Ability to anticipate needs, work independently, and handle responsibilities with minimal supervision
• Skilled in supporting executive teams, coordinating events, and collaborating across teams
• EDUCATION/EXPERIENCE: The Executive Assistant must have a minimum of an Associate’s Degree and at least seven years of experience in a professional environment as an administrative or executive assistant. The role requires strong skills in supporting multiple calendars and professionals.

Skills

Required

• Positive demeanor
• Ambitious
• Confident
• Strong problem-solving
• Critical thinking
• Organizational skills
• Direct communication
• Professional etiquette
• Customer service focus
• Ability to anticipate needs
• Work independently
• Collaboration